EDU-25-064_Infant__Toddler_and_Preschool_Classroom_Furniture.pdf

SALT RIVER PIMA-MARICOPA INDIAN COMMUNITY

NOTICE OF SOLICITATION

SOLICITATION # EDU-25-064

INFANT,TODDLER AND PRESCHOOL CLASSROOM

FURNITURE

Notice is hereby given that sealed bids are being accepted by the Salt River Pima-Maricopa Indian Community (SRPMIC or the “Community”) in conjunction with this Solicitation.

TABLE OF CONTENTS

1.0 INTRODUCTION

1.1 INTENT

1.2 SCOPE OF WORK

1.3 WHITE GLOVE DELIVERY

1.4 FUNDING

2.0 BID INSTRUCTIONS

2.1 TIMELINE

2.2 QUESTIONS AND CHANGES

2.3 DELIVERY OF BIDS

2.4 BID FORMAT

3.0 AWARD

3.1 LOWEST RESPONSIBLE BID

4.0 GENERAL TERMS AND CONDITIONS

4.1 RFB CONFIDENTIALITY

4.2 RIGHT TO AMEND

4.3 ACCEPTANCE OF BID

4.4 LIMITATION AND AWARD

4.5 RFB AS THE BASIS FOR BIDS

4.6 COST LIABILITY

4.7 AMENDED BIDS

4.8 VENDORS RIGHT TO WITHDRAW BIDS

4.9 NON-DISCLOSURE

4.10 PROHIBITION AGAINST CONTIGENT FEES

4.11 LICENSURE AND INSURANCE

4.12 PURCHASE ORDER REQUIRED

4.13 PURCHASE ORDER TERMS AND CONDITIONS

5.0 APPENDIX A: FURNITURE SETS

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1.0 INTRODUCTION

1.1 INTENT

The intent of this Request for Bids (RFB) is to purchase Classroom Furniture for the Salt River Pima-Maricopa Indian Community (SRPMIC, or ‘the Community’.)

1.2 SCOPE OF WORK

The Early Childhood Education Center (ECEC) of Salt River Schools has established standardized sets of classroom furniture. A Purchase Order will be issued to the selected vendor for the furniture specified in Appendix A. Purchase Order for furniture will be issued in September 2025. Furniture sets are to be delivered at the same time.

Selected vendor must be able to meet the following requirements:

Maintain insurance and business license requirements of Section 4.11.

1.2.2.1.1. An SRPMIC business license is not required to participate in this RFB but must be obtained upon award and prior to issuance of Purchase Order.

1.2.2.1.2. Cost of business license is $125 and can be obtained here.

Payment terms are NET 30 days. Vendor must upload invoices to the vendor portal for payment. SRPMIC does not accept invoices via email or other means.

If the selected vendor is not currently registered, they must register here and provide W-9 and payment information upon award.

1.3 WHITE GLOVE DELIVERY

White glove delivery is required for all furniture sets. Furniture is to be delivered to:

Salt River Pima-Maricopa Indian Community Early Childhood Education Center 4836 N Center Street Scottsdale, AZ 85256

1.4 FUNDING

This project is funded by the Child Care and Development Fund (CCDF).

https://businesslicense.srpmic-nsn.gov/LicenseTax/gateway?scrn=newStart&ruleType=N&csrftoken=VLNN-MZN8-8BD6-5LGY-X8JZ-I7B6-Z86F-10Q8 https://vendorportal.srpmic-nsn.gov/VendorPortal/security/login

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2.0 BID INSTRUCTIONS

2.1 TIMELINE

RFB Issued: 9/11/2025 Last date for RFB Questions: 9/17/2025 3:00 PM, Arizona Time Response to RFB Questions: 9/19/2025 Bids Due: 9/24/2025 3:00 PM, Arizona Time PO Issued: 9/29/2025

2.2 QUESTIONS AND CHANGES

All questions and communication regarding this solicitation must be submitted in writing to purchasing-bids@srpmic-nsn.gov and include “EDU-25-064” in the subject line.

Unauthorized contact of SRPMIC employees and/or its agents may result in disqualification.

Responses to all questions will be published and communicated to all participants.

Changes to this solicitation will be in writing as an addendum.

2.3 DELIVERY OF BIDS

Deliver one (1) electronic copy to: purchasing-bids@srpmic-nsn.gov.

Email larger than 25 MB will not be accepted.

The Community shall not be responsible for late bids.

2.4 BID FORMAT

Each bid shall include the following:

Appendix A: Furniture Sets.

2.4.1.1.1. Update Furniture Sets to include pricing and lead time for each item.

2.4.1.1.2. Include photos for each item. Links to online listings with photos and descriptions are preferred.

Statement that you agree to meet the requirements listed in Section 1.2.2 of

RFB.

mailto:purchasing-bids@srpmic-nsn.gov mailto:purchasing-bids@srpmic-nsn.gov

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3.0 AWARD

3.1 LOWEST RESPONSIBLE BID

The respondent summiting the lowest, responsible bid shall be deemed apparent winner.

Respondents determined to be not responsible and/or not responsive will not be considered.

4.0 GENERAL TERMS AND CONDITIONS

4.1 RFB CONFIDENTIALITY

All material, data, information, or any item in any form (including any derived intellectual property rights), except information in the public domain, supplied by or obtained from SRPMIC, or derived from any data which the RFB recipient may have acquired in connection with this RFB and the selection process under this RFB, both before and after the issuance of the RFB:

• Is the sole property of SRPMIC and shall be treated as confidential

• Is not to be used for any purpose other than responding to this RFB

• Shall not be disclosed without prior written authorization from SRPMIC

• Shall be returned to SRPMIC upon request

The bid package and any accompanying documentation submitted prior to the closing date/time shall become the property of SRPMIC and shall not be returned. Documents provided by the Vendor and specifically identified as being confidential will be held in confidence by SRPMIC and reasonable care will be taken to ensure they are not released (unless required by law), without prior authorization of the Vendor. The confidential data is to be identified as such on every page where the same may be contained.

In the event that a Vendor is awarded a contract, SRPMIC’s confidentiality agreement is required to be signed by any Vendor employee or subcontractor providing services prior to accessing documents.

4.2 RIGHT TO AMEND

It is SRPMIC’s policy not to solicit bids unless there is a bona fide intention to ultimately award one or more contracts. This notwithstanding, SRPMIC reserves the right to withdraw this RFB at any time. In addition, at any time prior to the RFB closing date/time identified in this RFB, SRPMIC may alter, amend, delete, or add to, in whole or in part, any terms or provisions of this RFB.

SRPMIC will provide any such revisions by issuing an addendum in the same manner as this RFB is issued.

4.3 ACCEPTANCE OF BID

This RFB neither expresses nor implies any obligation on the part of SRPMIC to enter into a contract with any Vendor submitting a bid. SRPMIC reserves the right to award a contract in whole or in part to address individual elements of the systems solutions described in this RFB.

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4.4 LIMITATION AND AWARD

This RFB does not commit SRPMIC to award a contract. SRPMIC reserves the right to reject all bids. If SRPMIC rejects all bids, the project may be abandoned, re-advertised, or performed in any manner authorized under SRPMIC’s procurement policies.

4.5 RFB AS THE BASIS FOR BIDS

This RFB, including any addenda, will represent the most definitive statement SRPMIC will make concerning information upon which bids are to be based. Any information, verbal or written, which is not contained in this RFB and any of the addenda, will not be considered by SRPMIC in evaluating the bids. The only exception is any material demonstrated as part of a product demonstration or site visit.

4.6 COST LIABILITY

All costs and expenses incurred by a Vendor relating to preparation or presentation of its bid or in any way related to this RFB shall be borne by the Vendor.

SRPMIC will not be liable for, nor shall it reimburse any Vendor for, any costs, fees, or expenses, which are incurred in the preparation or submission of any bid in response to this RFB.

4.7 AMENDED BIDS

Any Vendor may submit an amended bid before the deadline for receipt of bids. Such amended bids must be complete replacements for a previously submitted bid and must be clearly identified as such in the transmittal letter.

4.8 VENDORS RIGHT TO WITHDRAW BIDS

Vendors will be allowed to withdraw their bid at any time prior to the deadline for receipt of bids.

The Vendor must submit a written withdrawal request addressed to the RFB Coordinator.

4.9 NON-DISCLOSURE

The parties hereby agree that Vendors/responders to this RFB shall (1) not disclose proprietary information contained herein to any third party, (2) restrict dissemination of proprietary information contained herein to only those employees of their entity who must be directly involved with proprietary information, (3) use the same degree of care as for its own information of like importance, but at a minimum use reasonable care in safeguarding against disclosure of proprietary information of the other party, and (4) not use proprietary information for any purpose without the prior written consent of the discloser.

4.10 PROHIBITION AGAINST CONTIGENT FEES

Vendors shall not retain a person or agency to solicit or obtain a SRPMIC contract for a contingent fee, except a bona fide employee or agency. For breach or violation of this policy, SRPMIC shall have the right to annul such contract without liability or to deduct from the contract price or consideration, or otherwise recover, the full amount of the contingent fee.

Definitions:

Agency. A business or organization established to provide a particular service, typically one that involves organizing transactions between two other parties.

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Bona Fide Agency. An established commercial or selling agency, maintained by a contractor or supplier for the purpose of securing business, that neither exerts nor proposes to exert improper influence to solicit or obtain Government contracts nor holds itself out as being able to obtain any Government contract or contracts through improper influence.

Bona Fide Employee. A person, employed by a contractor or supplier and subject to the contractor's or supplier’s supervision and control as to time, place, and manner of performance, who neither exerts nor proposes to exert improper influence to solicit or obtain Government contracts nor holds out as being able to obtain any Government contract or contracts through improper influence.

Contingent Fee. Any commission, percentage, brokerage, or other fee that is contingent upon the success that a person or concern has in securing a Government contract.

Improper Influence. Any influence that induces or tends to induce a Government employee or officer to give consideration or to act regarding a Government contract on any basis other than the merits of the matter.

4.11 LICENSURE AND INSURANCE

In the event that a Vendor is awarded a contract, the Vendor shall be required to obtain a SRPMIC tribal business license in accordance with the SRPMIC Procurement Policy.

General liability and automobile insurance will also be required at the following minimum specifications:

a) Professional or commercial liability/errors and omissions coverage for liability arising out of acts, errors, or omissions in providing, or failing to provide, professional services in an amount not less than two million dollars. The aggregate limits must apply on a per-project or per-location basis. The total amount may be met by means of umbrella or excess coverage or other liability coverage deemed acceptable to the Community. Liability insurance will be reviewed by the Community to ensure proper coverage.

b) Proof of insurance: Contractor shall provide the Community with an original certificate of insurance for each type of insurance coverage described herein and with originals of any required additional insured endorsement(s). Documents may be faxed directly from the insurance carrier to the Community.

c) Except for professional liability and workers compensation coverage, the Community shall be named as an additional insured on the Certificate of Insurance. The Contractor’s insurance shall be primary in the event of loss and the additional insured endorsement must include language specifically stating that the Community is to be covered for all the activities performed by or on behalf of the Contractor, including the Community’s general supervision of Contractor.

d) Each coverage described above shall be on an “occurrence” basis and not on a “claims made” basis. If “occurrence” basis coverage is unavailable, Contractor agrees to obtain and keep in force tail coverage for three (3) years beyond the end of the Agreement. Any such period may be extended by agreement of the parties.

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e) Auto liability coverage as shown in the ISO Business Auto Coverage standard form, or the equivalent, with Covered Auto Designation Symbol 1, in an amount not less than one million dollars, or other auto liability coverage acceptable to the Community.

f) With regards to handling fragile, historically pertinent documents, additional insurance requirements may need to be met.

4.12 PURCHASE ORDER REQUIRED

A valid Purchase Order is required prior to the start of any work or service and prior to the shipment of any goods.

4.13 PURCHASE ORDER TERMS AND CONDITIONS

All Purchases Orders shall be subject to the Community’s Purchase Order Terms and Conditions: https://www.srpmic-nsn.gov/wp-content/uploads/2017/04/PO- TermsConditions.pdf https://www.srpmic-nsn.gov/wp-content/uploads/2017/04/PO-TermsConditions.pdf https://www.srpmic-nsn.gov/wp-content/uploads/2017/04/PO-TermsConditions.pdf

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5.0 APPENDIX A: FURNITURE SETS

See attached spreadsheet for list of furniture sets. Please note that spreadsheet has two tabs.

All furniture shall have natural tones.

Infant Room

• Ages less than 1 year old

• Total number of sets being purchased: 3

Toddler Room

• Ages 2-3

• Total number of sets being purchased: 5

Preschool Room

• Ages 3-5

• Total number of sets being purchased: 2

5.0 APPENDIX A: FURNITURE SETS